How can you adjust the sprint backlog based on team capacity?

1 Assess the impact

The first step is to assess the impact of the change in team capacity on the sprint backlog. You can use a burn-down chart or a burn-up chart to track the progress of the team and compare it with the planned scope and time. If the change is minor and does not affect the sprint goal, you may not need to adjust the sprint backlog at all. However, if the change is significant and puts the sprint goal at risk, you need to take action.

2 Communicate with stakeholders

The second step is to communicate with the stakeholders, such as the product owner, the scrum master, and the customer, about the change in team capacity and its implications. You should explain the reasons for the change, the impact on the sprint backlog, and the possible options to deal with it. You should also seek their feedback and input on how to prioritize and reprioritize the user stories and tasks in the sprint backlog.

3 Negotiate the scope

The third step is to negotiate the scope of the sprint backlog with the stakeholders. You should aim to preserve the sprint goal and the most valuable user stories and tasks, while removing or postponing the less important or less urgent ones. You should also consider splitting or simplifying some user stories or tasks to make them more manageable and achievable. You should avoid adding new user stories or tasks to the sprint backlog, unless they are critical for the sprint goal or the customer satisfaction.

4 Update the sprint backlog

The fourth step is to update the sprint backlog based on the agreed scope and priority. You should make sure that the sprint backlog is transparent, visible, and updated for everyone involved. You should also update the acceptance criteria and the definition of done for each user story and task to ensure quality and consistency. You should also update the estimates and the timeboxes for each user story and task to reflect the current team capacity and velocity.

5 Monitor and review

The fifth step is to monitor and review the sprint backlog throughout the sprint. You should use daily scrum meetings, sprint reviews, and sprint retrospectives to check the status of the sprint backlog, identify any issues or risks, and implement any improvements or adjustments. You should also use feedback loops, such as demos, prototypes, or user testing, to validate the user stories and tasks with the customer and the end-users. You should also celebrate the achievements and learnings of the team and recognize their efforts and contributions.

6 Adapt and improve

The sixth step is to adapt and improve your sprint backlog management based on your experience and learning. You should use the data and insights from your sprint backlog metrics, such as scope, time, quality, value, and satisfaction, to evaluate your performance and identify your strengths and weaknesses. You should also use the feedback and suggestions from your stakeholders, such as the product owner, the scrum master, the customer, and the end-users, to improve your collaboration and alignment. You should also use the best practices and lessons learned from your team and other teams to enhance your skills and processes.